Job Evaluation and Position Classification Procedures
The following information is provided to assist managers with understanding the processes for job evaluation as it relates to determining position classification and staff wage grade. Please direct all questions to your HR Services Manager.
The “Fair Labor Standards Act (FLSA)” is federal legislation that protects workers from unfair labor practices. Criteria contained within the FLSA provide guidance to aid in determining the classification of a position. The nature of job duties and responsibilities, along with other considerations, define a position as “exempt” or “non-exempt.”
Employees who meet the criteria of the FLSA exemption tests and who are paid on a fixed salary basis and not entitled to overtime.
Employees who do not meet the criteria of the FLSA exemption tests and are paid on an hourly basis and covered by wage and hour laws regarding minimum wage, overtime pay, and hours worked.
Determination of position classification is the responsibility of Human Resources and will be made concurrent with the following staff wage grade determination process, as appropriate.
Jobs are evaluated and placed in a wage grade based on standard criteria including:
- Knowledge needed to perform the position responsibilities
- Leadership and/or guidance that the position provides to others
- Level of analytical and problem solving skills required to do the work of the position
- Level of responsibility and the resulting impact on the university, division, department and/or work group
- Level of interpersonal/communication skills required to meet the responsibilities of the position
The wage grade structure for staff jobs supports alignment of RIT jobs to the current labor market. Our wage grade structure is reviewed on an annual basis to ensure that our pay levels continue to align with the external labor market.
A job evaluation may be justified under the following circumstances:
- A brand new job has been created.
- There have been significant and sustained changes in the permanent and essential responsibilities of a job. (Please note that doing more of the same duties does not constitute a significant change in responsibilities.)
- The nature or type of work has changed and is at a substantially higher or lower level than previously required.
- There has been a departmental reorganization or other changes within the department which have resulted in significant and sustained changes in a job’s level of responsibility.
If you believe your circumstances meet the criteria above, please contact your HR Services Manager for guidance.
STEP 1: Initiate a conversation with your HR Services Manager to ensure that a job evaluation request is appropriate (refer to the bullets above). During this discussion, please consider the following:
- The job evaluation process is not intended as a vehicle to promote or reward people who perform well in their job, if their job responsibilities have not significantly changed.
- A job typically should not be submitted for reevaluation within one year of the last evaluation.
STEP 2: If the determination is made by your HR Services Manager that a job evaluation is necessary, complete a new Job Description Questionnaire (JDQ), ensuring completeness and accuracy of information. When preparing the new JDQ, please bear in mind the following:
- The job description must be written based on the requirements of the job, not on the person in the job.
- A job description must be a true and accurate reflection of the essential responsibilities required to perform the job.
- The levels of education or experience required for a job should reflect standards for satisfactory job performance, not an existing incumbent's credentials.
STEP 3: Along with the JDQ, submit a brief memo or email providing the rationale for the request, highlighting the job changes. Please consider the following:
- Were new, higher or lower level responsibilities added to or taken away from the job?
- Was there movement of responsibilities within the department?
- If responsibilities were removed from the job, where did they go?
- How does the position fit within the organization/department structure?
- Do not include comments about an individual’s performance; the evaluation is based on job content.
STEP 4: Submit the request to your HR Services Manager. Prior to submitting to HR, it is expected that approval as established within your division/college to initiate the evaluation request has been obtained.
Please allow 3-7 business days for an initial response to a request for a job evaluation. The Compensation Committee meets once a week to discuss these requests. The timing of the request and the thoroughness of the information provided will determine the turnaround time of a final decision. It is possible that more information or a discussion with the manager/supervisor who initiated the request may be requested to better understand the job responsibilities/requirements or the organizational structure before a final outcome is reached. The HR Services Manager will communicate final results of the job evaluation to the manager/supervisor and discuss next steps as appropriate.
What is a Job Description?
The Job Description includes information on specific responsibilities and requirements related to the job which are the basis for evaluating a job’s FLSA classification (exempt or non-exempt) and wage grade. Job Descriptions should be reviewed when substantial and sustained changes in the essential requirements of the job occur. Each STAFF (non-faculty) position should have a completed Jpb Description form attached in the Oracle database.
Where can I find the list of salary/wage grades?
With the exception of Executive Salary Bands, all salary/wage grades can be accessed here on the HR Website.
How do I get a copy of my job description or the job description of one of my staff members?
Copies of job descriptions are available through Oracle Supervisor Self-Service. If you need a copy of your job description, please contact your supervisor. You can also email your HR Services Manager or email email@example.com
How can I update my Job Description?
We encourage all employees to review their job description on a regular basis to ensure it properly reflects their current job duties. You should work with your manager/supervisor and your HR Services Manager to update your JDQ if necessary.
Are copies of Job Descriptions available through self-service?
Yes, copies of job descriptions are available through Oracle Supervisor Self-Service.
Will all changes to market bands result in a pay increase for the incumbent?
No. Changes in pay rates are determined independently of a position reclassification and are based upon many factors such as employee performance, current pay against market and department budget.
How do I make changes to positions in my department?
For information about postiion control please refer to the Position Control Procedures webpage.
Who will tell my staff member what the results of a job evaluation are?
The HR Services Manager will communicate the evaluation outcome to the requesting manager/supervisor. The MANAGER of the employee is responsible for discussing the results with the staff member, and should consult with the HR Services Manager for guidance as needed.